Items

Modified on Mon, 10 Feb at 2:25 PM

Items can be used for faster and more consistent data entry by using default codes and settings.

Items can also be used to provide you with better visibility of sales or purchases of specific products and services.

Add a new item

From the main menu, go to Ledgers > Items
Click Add
Item Details
Code: A unique 20 character alphanumeric code.
Name: A name which best describes your product or service. This description will be populated into the Sales and Purchase default Description field
Type: Select whether your item is a Product or Service
Sales: Set whether you wish to view this Item on your sales transactions.
Purchase: Set whether you wish to view this Item on your purchase transactions

Defaults - Where applicable, use the lookups to select the default Nominal, Enterprise, Analysis and VAT required for your product/service when used on a transaction.

Note: Fields with a * are required to be filled in before you can save.

Price: Enter a default price for your product/service
Unit: Use the lookup to select the Unit type that the Item is sold in, which may be different to the Nominal unit type.
Conversion: This is the factor that is used to convert the Item units into the units of the Nominal, e.g. if potatoes are sold in 25Kg bags and the nominal is showing the quantity in Tonnes, the conversion would be 0.025. Therefore 40 bags of potatoes would show on the invoice, but 1.0 Tonne of potatoes would show in the nominal and management reports.
Description: Enter the default description to be used on transactions (max 200 characters).

Purchases defaults - Where applicable, enter the defaults to be used on your purchase transactions.

Once saved, the item will appear in the listing screen.

Edit an Item

To edit an Item click on the name which will display as a hyperlink. You can edit any of the details apart from the code.

Remove an Item

Items can only be removed if they have not been used on any records. To remove an item:

From the main menu, go to Ledgers > Items
Select a single or multiple Items from the listing screen
Click the Morebutton
Click Remove

Hide an Item

If an item is no longer required and cannot be removed because it has been used, you can hide it by making it inactive.

From the main menu, go to Ledgers > Items
Click on the blue Name field or double click on the grid row
Slide the Active toggle to switch it off
Click Save

Filter

An item which has been made inactive can be viewed on the listing screen. To view inactive items:

Select the dropdown arrow on Status at the top of the screen
Tick Inactive to show Inactive items as well as Active.

Note: Any inactive Items will have a red dot next to them rather than green for the active ones.

There are further options to filter on all the different details which make up the Item codes e.g. Type, Name, Purchase or Sales Description. See the Filters section for more details.